1. Databases NAVCA Chief Officers Conference Stratford-on-Avon April 2009 Pete Read – Champion for ICT in West Midlands

2. Pete Read - IlluminateICT West Midlands ICT Champion Background IT Training Project Management Open source Web site development Voluntary sector Email : pete@illuminateICT.org.uk

4. Database implementation People OrganisationApplication

5. Skills framework for the information age Set Strategy Initiate, Influence Ensure advise Enable Apply Assist Follow Each role within an organisation spans one or more of these bands

6. Roles Set strategy Initiate, influence Ensure, advise Enable Apply Assist Follow Board CEO Man Info Admin

7. Strategy vs operational Set strategy Initiate, influence Ensure, advise Enable Apply Assist Follow Board and CEO Set Strategy CEO & Management translate strategy into operational objectives Team complete operational Objectives Feedback

8. Database radar Contact Info Project contacts Project targets affiliates Mail list Committee list Staff Newsletter Committee list Committee list Committee list Consortia members National list Common Database in LIOs Database radar Project Contacts Project Targets Affiliates Mail List Committee List Staff Committee List Committee List Committee List Consortia Members National List Contact Info

9. Types of data Two key types Standard data – names, addresses, contact details etc. Transactional data – communication records, financial records, meetings etc.

10. Roles Set strategy Initiate, influence Ensure, advise Enable Apply Assist Follow Board CEO Man Info Admin

11. Who uses the databases Set strategy Initiate, influence Ensure, advise Enable Apply Assist Follow Contact Info Project Contacts Project Targets Affiliates Mail list Staff Newsletter Committee List Committee List Committee List Consortia Members National List Committee List Board CEO Man Info Admin

12. Customer Relationship Management (CRM) In business one of the biggest costs is finding new customers Finding out more about your customer’s needs means you can potentially sell more to existing customers By profiling successful customers you can identify potential customers

13. CRM Use in the sector Measure activity of workers on projects (how many groups contacted, when, etc.) Status of relationships with groups Develops organisational knowledgebase Reduced risk of critical staff members leaving/ end of project

14. Hosting options Server Workstations / Laptops /PDAs / smartphones Server in house Shared server with other LIOs Hosted server space

15. Digital World Natives Immigrants Pioneers Refugees

16. Barriers to Change For Against InfluenceNo Influence

17. Change Management The psychologist Abraham Maslow famously said, “When the only tool you have is a hammer, everything looks like a nail.”

18. Cost/benefits Licenses Hosting Training Customising Project Management Training Management Efficiency Gains - New services - New opportunities Return on Investment Set up costs On costs

19. Select Database Identify Existing Dbases Identify needs Identify Budgets Develop SOR Identify suppliers Benefits & Risks Create Tender document Change Management Project Manager Deploy Database Project Manager Agree protocols Identify Roles Train Super users Train managers Train users Select and deploy

20. Eeny meeny miny moe What information do you need to get out of a system today? What information will you need to get out tomorrow? Who will keep the data up-to-date? How many users will you need? Consider your existing systems?

21. Sample suppliers Graham Hewitt email: graham.hewitt@esit.co.uk phone: 0 0 1509 235544 website: http://www.esit.co.uk/ Massimo Giannuzzi email: massimo@ITsorted.org.uk phone: 0 0 1364 649290 website: http://www.itsorted.org.uk Dave Rushton email: dave@centrepoint.uk.com phone: 0 0 208 390 8899 website: http://www.centrepoint.uk.com Oliver Gibson Email: Oliver.Gibson@gmcvo.org.uk Phone: 0161 277 1028 Website: http://www.gmcvo.org.uk Here are some suppliers working in the sector, who would welcome the opportunity to respond to your Statement of Requirements. There are other suppliers and this list does not constitute a recommendation Volbase email: request@volbase.co.uk phone: 01509 808181 0 website: http://www.volbase.co.uk Annette Crook email: vcconnect@vas.org.uk phone: 0114 253 6612 website: http://www.vcconnect.org.uk

25. GM 2 Online Data Project Joint project between Greater Manchester and Greater Merseyside ChangeUp Consortia Manages contacts, events, membership, grants, newsletters, interventions, monitoring / reporting Also provides a public website with online searchable directory of organisations Open Source so replicable by other LIOs / consortia Developed within the sector with strong economies of scale Aligning with NAVCA Sector Profiles / Quality Standards Contact: Oliver.gibson@gmcvo.org.uk / 0161 277 1028 Using the CiviCRM database as a standardised solution for generic LIOs

27. Extranet Office systems Online services Content Management CENTRAL DATABASE Business Applications Fundraising Membership Events Education eTarget® Integration

28. Finally This presentation is available on-line at www.wmictchampion.org.uk Databases in the third sector www.ictknowledgebase.org.uk/databasemarket A sample Statement of Requirement (SOR) www.wmictchampion.org.uk Database planning guide www.ictknowledgebase.org.uk/planningyourdatabase Database development case study (Medical Women’s Federation) www.ictknowledgebase.org.uk/databasedevelopment

29. Pete Read Illuminate ICT West Midlands ICT Champion http://www.wmictchampion.org.uk/welcome pete@illuminateict.org.uk 024 7664 2022